Grayson College
Student Life
Student Clubs and
Organizations
Policies and Procedures
Manual
TABLE OF CONTENTS
I.
Introduction
II.
Benefits of Being a Registered Club or Organization
III.
How to Register a New or Returning Student Club or Organization
IV.
General Club or Organization Responsibilities
V.
Student Club or Organization Risk Management Signature Page
VI.
Student Club or Organization Advisor
VII.
Student Club or Organization Constitution
VIII.
Money Matters
IX.
Student Club and Organization Activities, Events, Travel and Student
Government Association (SGA) Organization/Club Requirements
Updated July, 2014
I.
Introduction
Student Clubs and Organizations are a great way for students to develop
social, educational and leadership skills. Involvement in recognized
student clubs and organizations at Grayson College (GC) allows students
the opportunity to network, represent GC and become engaged in
service activities both on-campus and off campus.
The Student Clubs and Organizations Policies and Procedures Manual is
a resource guide. This manual is designed to assist student club and
organization leaders and advisors in establishing and effectively leading
a successful organization.
II.
Benefits of Student Club and Organization Recognition
Registered Student Clubs and Organizations at GC acquire many benefits
upon approval and completion of the registration process, including the
opportunity to gain valuable leadership and life skills.
Listed Benefits
*Identification with Grayson College
Student clubs and organizations that are registered and approved earn
the right to promote organizational activities and participate in college
and community events.
*Utilization of College Facilities and Equipment
Upon receiving recognition and approval by the Director of Student Life,
student clubs and organizations may reserve college facilities, vans and
equipment for meetings, programs, fundraisers and campus events.
*Electronic Signage
Registered student clubs and organizations may submit flyers or
announcements in a jpeg, electronic format via email to the Director of
Student Life. The announcements will be placed on the digital signage
system that airs campus wide on 20+ television screens. The IT
Department is responsible for the operation of this system.
Announcements run for 30 days or until the event has passed.
*Ability to Recruit New Members
Student Life requires registered student clubs and organizations to
participate in Student Life campus events throughout the fall and spring
semesters. Student Club and Organization Appreciation Day is a part of a
larger campus event that requires each organization to setup a table,
with displays, information, give-a-ways etc. to recruit prospective
members.
*Fundraising Opportunities
Registered student clubs and organizations enjoy the opportunity to
plan, promote and conduct fundraisers within the college and in the
community. Funds collected through these events may be used for
organizational purposes only. The Student Life Club and Organization
Activity Approval Form must be submitted for approval to the Director
of Student Life 10 business days prior to the event. It’s the club or
organization officer or advisor’s responsibility to check on the status of
the request prior to the event.
*Student Club and Organization Accounts
Each student club and organization is assigned an individual account by
the Director of Student Life. It’s the organizations responsibility to keep
a set of financial records. At anytime the club or organization can ask the
Director of Student Life for a copy of their financial record. All club or
organization funds must be deposited through the Director of Student
Life or Business office. Petty cash funds or off campus bank accounts
are not allowed.
III.
How to Register a New or Returning Student Club or Organization
Registering a new or returning club or organization with the Student Life
office is required at the beginning of each fall semester. The registration
packet, which consists of: 1. The Officers Signature Page 2. The Risk
Management Signature Page 3. A copy of the club/organization
constitution and 4. A current club/organization roster with first, last
name and the members 9 digit Grayson ID number. The deadline to
register is in late September. Any club or organization that is not
registered by the deadline is prohibited from the benefits and services
listed in item II.
*Definition of a New Club or Organization
A new club or organization at GC is defined as a student group with like
interests that have not be established or recognized by the office of
Student Life.
*Guidelines for Establishing a New Club or Organization
1. Contact the Director of Student Life to get a registration packet.
2. Recruit a minimum of 7 currently enrolled students.
3. Select a club or organization advisor. The advisor must be a faculty
or staff member of GC.
4. Complete the registration packet and return it to the Director of
Student Life.
*Returning Clubs and Organizations
A returning club or organization is defined as an organization that has
been previously registered and approved by the Director of Student Life.
Returning organizations include student groups with an active or
inactive status. Returning clubs or organizations must complete the
registration packet, at the beginning of the fall semester, and submit
the completed documents to the Director of Student Life.
Returning clubs and organizations may be denied or terminated due to
the following:
1. Failure to comply with GC policies and procedures.
2. Inability to complete the club or organizational registration packet
and submit it by the specified deadline.
3. Sanctions imposed on the club or organization by the GC
administration.
4. A request by a national or state chartered organization, that affiliates
with the local club or organization, to terminate.
IV.
General Club or Organization Responsibilities
All clubs or organizations must adhere to the policies and procedures set
forth by Grayson College. GC policies and procedures may be found on
the GC intranet. All clubs or organizations are required to uphold their
constitutions and by laws.
*Membership Guidelines
1. Membership is available to all GC students without discrimination on
the basis of race, color, religion, sex, age, national origin, disability or
veteran status. Clubs or organizations such as honor societies and
academic organizations may impose membership standards based on
acceptance to an academic program, course completion requirement,
minimum credit hours or GPA.
2. Membership in a registered student club or organization is open to
all currently enrolled GC students. Students serving as member
officers must be enrolled in a minimum of 6 credit hours and have a
cumulative GPA of 2.0.
3. Students on disciplinary probation, academic probation or
suspension by GC may not hold office or be involved in club or
organization activities or events. A student may return to active
status once the above actions have been lifted.
*Officer Responsibilities:
1. Each registered student organization is required to list their officers
on the Student Organizations Signature Page. This form can be found
on the college intranet under Business Forms-Student Services
Officers are required to sign the signature page.
V.
Risk Management Program Information For Student Clubs and
Organizations
Risk management is the practice of assessing the risks inherent in a
specific activity or event and implementing some controls which reduce
the potential for accidents and injuries to members and their guests.
Risk management should always take precedence over expediency and
shortcuts. All student clubs and organizations that sponsor social events,
and activities at GC or travel in the name of GC are expected to follow
the Student Life and GC policies and procedures.
There are 5 major factors that are often a leading cause of litigation. Any
one of these factors may be applicable to the club or organization as a
whole, the organizations advisor, the officer’s or individual club or
organization members.
*Ignorance of the Law – This could be applicable to the student
organization that does not adopt a behavior code, reasoning that when
members are involved in hazing or a sexually abusive the responsibility
of the organization. Of course, in reality the entire organization,
advisor, officers, or individual members may be indicted.
*Ignoring the Law-Although the organization knows that consuming or
serving alcoholic beverages on or during college related events or trips
is illegal, they continue to violate the law.
*Failure to Act-An organization that would allow a fist-fight (possibly
between non-members) to continue at a function could be construed
liable for the injury, because of their failure to take some sort of action
to curtail the behavior.
*Failure to Warn-An organization that sponsors an activity that requires
proper techniques for safe participation must inform all participants
of the inherent dangers involved.
*Expense-An organization fails to appropriate funds to insure and
maintain safety at an event or activity (hire a campus police officer to
be present) that they sponsor may be liable in the event of an accident
or injury.
Grayson College’s Student Club and Organization Risk Management
Program addresses the following areas:
1. Student Conduct
2. Disorderly Conduct
3. Alcohol Use
4. Drug Use
5. Tobacco (smoking and smokeless)
6. Hazing
7. Sexual Abuse/Harassment
8. Fire Arms/Weapons
9. Student Travel
*The following sections of the College Policies and Procedures
Manual reference the 9 areas of the Student Club and Organization
Risk Management Program: Section FA, FKC, FLB, FLBC, FLBE, FLBF
and Section CJ.
For a complete description of the policies and procedures relating to
student conduct please refer to the Grayson College Student Handbook.
This document can be found on the Grayson College website
(www.grayson.edu) under Current Students.
Having a student clubs and organizations risk management program in
place goes along way, in reducing the possibility of something
unfortunate happening, it also helps to protect the member, the
advisor, and the Director of Student Life in the event Grayson College
gets sued.
VI.
Student Clubs and Organizations Advisor
During the course of the year, administrators, faculty and staff may be
asked to serve as an advisor for a student club or organization.
Accepting the responsibility and challenges of becoming an advisor may
require voluntary time outside of contractual and daily work obligations.
However, serving as an advisor can be a rewarding and fulfilling
experience. There are opportunities to socialize with students in a casual
setting and advise them on issues that will foster and guide their
educational success and social development.
Before accepting the role of an advisor, the faculty or staff member
should meet with the organization leadership. This meeting should
cover the time and level of commitment needed by the advisor in order
to ensure the successful functioning of the organization. A potential
advisor should not attempt to devote more time and effort than he/she
is physically and mentally able to give.
Once an agreement is reached with a faculty or staff member to service
as an advisor, the organization must submit the advisor’s name to the
Director of Student Life for administrative approval.
Advisor’s Expectations
1. Advisors are expected to guide the organization and to serve as a
mentor to the leadership in planning and implementing meetings,
events and activities
2. Advisors are expected to be professional at all times.
3. Advisors must have knowledge of and approve all organizational
activities, events and expenditures.
4. Advisors need to ensure that plans for any activity or event conform
to all college policies and procedures.
5. Advisors should not allow students to undertake projects, which will
consume an undue amount of their time or organizational resources.
6. Advisors are expected to be in attendance at organizational
functions.
7. Advisors must accompany organization members when activities
involve student travel.
8. An advisor may advise more than one registered organization/club at
a time.
9. Advisors are required to submit the club/organization Student Risk
Management Liability Form. The GC Student Organization Risk
Management Liability video must be shown to organization members
in the fall and spring semesters. The video can be found on the GC
You Tube web site. Complete the form and submit it with the other
required documents at the required time.
VII.
Organization Constitution
The constitution is a valuable tool for the successful functioning and
continued existence of any registered organization. Essentially the
constitution is a document that describes its purpose., registered
elements of the organization and governs the way in which the group
will function.
Guidelines for Writing a Constitution
The constitution of an organization should include the following:
Article 1: Name of Organization
Article 2: Organization Purpose
Article 3: Membership
Article 4: Officers
Article 5: Advisor
Article 6: Executive Board
Article: 7: Meeting
Article 8: Committees
Article 9: Finances
Article 10: Amendments
Article 11: Dissolution
Signature Page of a Constitution
A Signature Page at the end of the organization’s constitution is needed
in order to verify that the constitution has been ratified and approved as
the governing doctrine for the organization. The Signature Page should
include the following:
1. Listing of all officers with signature and date
2. Advisors signature and date
3. Director of Student Life’s signature and date
4. Vice President of Student Services signature and date (optional)
5. *The Officers Signature Page can be found on the college intranet
under Business Forms-Student Services
VIII. Money Matters
Any organization that raises funds, collects money or incurs expenses
must work closely with the Director of Student Life to conduct the
business of the organization. Each organization will designate a member
to act as treasure who is expected to maintain accurate records for all
deposits and expenditures. The treasure should arrange a time monthly
to meet with the Director of Student Life to review their organizations
monthly business.
Deposits:
All cash and check transactions should be counted and properly
prepared for deposit. Personal checks are required to have a printed or
handwritten DL # on the face of the check. Checks will not be accepted
by the Director of Student Life or the Business Office if the DL # is not
present. Large amounts of coin should be rolled prior to making a
deposit. All deposits are to be made to the Director of Student Life or
with prior approval, may be taken to the Business Office. The
treasure will receive a deposit slip for their records. When making a
deposit it is recommended to call the Director of Student Life for an
appointment time (903 463-8693). Do not hold checks or cash. Make
timely deposits (daily or weekly). ADVISOR PETTY CASH FUNDS are
against college policy.
Expenditures:
Before processing paperwork to spend funds from an organization/club
account, the advisor or treasurer must verify that there are adequate
resources in the account to cover the purchase. Student organizations
and clubs may use the college’s sales tax exempt status for purchases
pertaining to the organization. A sales tax or hotel tax letter may be
obtained from the Director of Student Life. Note: Sales tax paid on
purchases WILL NOT be reimbursed.
The Club Check Request Form is used to draft monies from an
organizations account. This form can be obtained from the Director of
Student Life or it can be found online. The advisor can go to the college
website and look for Faculty/Staff, Grayson Intranet, log in, look at InterOffice Forms, find Student Services and click on Club Check Request
Form. The Club Check Request form requires several signatures. Plan
Ahead. It takes the Business Office approximately 10 business days to
prepare a check.
IX.
Activities and Events
Any activity or event including, but not limited to social gatherings,
travel, community service projects, on campus events etc. requires prior
approval from the Director of Student of Student Life and/or the Vice
President of Student Services 10 business days prior to the start date.
The Organization/Club Activity Approval Form must be completed and
submitted for approval, to the Director of Student Life. Student Life has
priority use of space within the Life Center and immediately outside the
Life Center (east, west patio, commons area, covered walkways,
sidewalks, under the Bridge and lawn areas).
The Student Travel Request Form must be completed and approved by
the Director of Student Life 10 business days prior to departing. All
college policies procedures and regulations apply to student travel
individually or as a group. Each member traveling must complete the
Student Life Student Release Form. The advisor should make duplicate
copies and have them with him or her during the trip. The originals are
attached to the Student Travel Request Form and submitted to the
Director of Student Life. Organization funds for travel maybe requested
in advance or with proper documentation (receipts) expenses can be
reimbursed after the trip. Either method requires the Organization/Club
Check Request Form to be completed. Receipts must be submitted upon
returning from each trip.
Student Government Association (SGA) Organization/Club Requirements
Each registered student organization or club is required to have a
representative attend the monthly SGA meeting (first Monday of each
month August-May, 12:15pm-12:45pm, in the Hub). Roll call is taken at
each meeting. The representative should be prepared to report on their
organizations business, activities and upcoming events. All
Organization/Club reps and members are encouraged to be actively
engaged in on campus SGA sponsored activities and events.
Student Life supports organization/club fund raising by sponsoring the
Organization/Club Incentive Funding Program. This program is designed
to reward organizations monetarily for meeting certain or all criteria
(12) during the fall and spring semesters. A copy of the current year
program criteria and guidelines can be obtained from the Director of
Student Life.
Organizations/Clubs and advisors who participate are required to send a
1 page report detailing the criteria that were met. The report is
submitted in April of each year. Funding is awarded at the beginning of
the fall semester, usually in mid September. Fund allocations are
distributed into the Student Life DOE account. These funds must be used
by the first of June. They do not rollover like the regular
organization/club account. The Organization/Club Incentive Funding
Program is a Student Life budgeted request that is submitted annually
to the President’s Executive Council for funding consideration and
approval. Annual funding is not guaranteed.
Please refer to the College Policies and Procedures manual or the
Student Handbook for detailed information. These two documents can
be found on the GC website.
Grayson College
6101 Grayson Drive
Denison, Texas 75020
Student Life Office
Life Center, 2nd floor
903 463-8693
Student Life “Assisting Student Learning Through Quality Programs
And Services”
Student Engagement=Student Success
Updated 7/2014